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Find all how-to-guides and step by step videos below.

OneDrive for Business

What is OneDrive for Business?

OneDrive for Business gives you one place to store, share, and sync your work or school files.

As part of your organization’s Office 365 subscription, or SharePoint Server, you can save your files in OneDrive and then work with them from almost any device.

Sign in to Office 365 with your work or school account, so you can:

  • Upload files from your PC or Mac.
  • Share files with others.
  • Give others permission to edit files and work on them at the same time.
  • Get to your files from anywhere, on your computer, tablet, or phone.
  • Sync OneDrive for Business to your PC or Mac, so you can access your files even when you’re offline.

Set up your phone or tablet

With OneDrive for Business on your phone or tablet, take your files with you and work where you want, on all your devices.

  1. Download the OneDrive app:
    • For Android phones and tablets, download the OneDrive app from the Google Play store.
    • For iPhones and iPads, download the OneDrive app from the App Store.

    NOTE: If you have a Windows 10 phone, you already have the OneDrive app.

  2. Sign in with the account you use for Office 365 for business, to see and share your files stored in OneDrive.
  3. To add another account, like your personal OneDrive account:
    • For Android phones and tablets, tap the Menu icon Delve for Android Menu and then tap Add another account.
    • For iPhones and iPads, tap the Accounts and Settings icon iPhone profile icon and then tap Add account.
  4. If you have the Office mobile apps, like Word, Excel or PowerPoint, you can also open, view, and edit your OneDrive files from there.

OneDrive for Business basics

Use the OneDrive for Business navigation pane, file list, and toolbar to view and work with your files.

Navigation pane

  • Select the Files, Recent, and Shared with me links to see how that changes what you see in the file list.
  • Select Discover to see what’s trending around you, based on who you work with and what you’re working on.
  • If you belong to Groups, select a group to see files related to that group.

Toolbar

  • Use the toolbar to Search for files, create New files and folders, Upload files, and Sync them.
  • Select Sort OneDrive for Business Sort button to change how you’d like to view your files.
  • Select View OneDrive for Business View button to change the view.
  • Select Information OneDrive for Business Information button to check recent activity on your files.
  • Select a file and choose what you’d like to do with it: Open, Share, Get a link, Download, Delete

Upload files and folders

Upload files to OneDrive for Business so you can get to them from anywhere, on almost any device.

Upload files

  1. Select Upload.

    NOTE: In Google Chrome or Microsoft Edge, select Upload > Files.

  2. Select the file or files you want to upload.
  3. Select Open.

NOTE: You can also upload files by opening File Explorer, selecting the files you want to upload, and dragging them to OneDrive for Business.

Upload folders in Microsoft Edge or Google Chrome

  1. Select Upload > Folder.
  2. Select the folder.
  3. Select Upload.

Upload folders in other browsers

  1. Select New > Folder to create a folder.
  2. From the folder you want to upload, select the files.
  3. Drag and drop the files into the new folder you created in OneDrive.

Create files and folders

With Office 365 on your iPhone and iPad, you can take your files on the go and be productive at work, on the road, or at home.

  • Go to the App Store and download the Office mobile apps you want.
  • The first time you open an app, sign in with the account you use to sign into Office 365.
  • With your files saved to OneDrive for Business, you can create files and folders to manage your work.Create a file in OneDrive
    1. Select New and choose the type of file you want, like Word, Excel, or PowerPoint.
    2. To rename the file, click the title of the file in the title bar, for example Document, and then type a name. All changes are automatically saved in the Office online apps, so when you go back to OneDrive, your new document is already saved.

    Create a file in an Office desktop app

    1. Open a desktop app, like a Word document, Excel workbook, or PowerPoint presentation.
    2. Select File > Save As.
    3. For the location, select your OneDrive for Business account.
    4. Type a name for the file.
    5. Select Save.

    Create folders

    1. Select New > Folder.
    2. Type a name for the folder.
    3. Select Create.
    4. Select the files you want and drag them into the folder.

    In Word, Excel, or PowerPoint, tap where you’d like to place the cursor and make a few edits.

  • For more options, tap the Show Ribbon button Show Ribbon button .
  • Tap the Home button to show the familiar Office tabs: Home, Insert, Layout, Review, View
  • In PowerPoint, tap Notes to view, add, or edit notes.
  • In Excel, tap the Formula Keyboard button Formula Keyboard button to bring up the formula keyboard, to quickly enter numbers and formulas.
  • Tap the Share button Excel Share button for iPhone to invite others to view or edit your work.If you are using a smaller screen and don’t see the Share button, tap the More button More button for Excel to show the share options.

Share files and folders

With your documents in OneDrive for Business, you can share them with others, control who can view or edit them, and work together at the same time.

Share a file

  1. In the file list, right-click a document, or select a document and then select Share.
  2. Select Get a link.
  3. Choose who to share with, and if they can view or edit the file.To share with people inside your organization, choose:
    • View link – account required – people inside your organization can view, copy, or download the document.
    • Edit link – account required – people inside your organization can edit, copy, or download the document.

    To share with people outside your organization, choose:

    • View link – no sign-in required – people outside your organization can view, copy, and download the document.
    • Edit link – no sign-in required – people outside your organization can edit, copy, and download the document.
  4. For external links, select SET EXPIRATION, and choose when you want the link to expire.
  5. Click Copy and paste the link in an email or post it.

    NOTE: Links that don’t require a sign-in can be opened by anyone, so make sure the content can be shared publicly.

Share a folder

  1. In the file list, right-click a folder, or select a folder and then select Share.
  2. Type the names or addresses of who you want to share with.
  3. Select Share. The people you share with get an email with a link to your folder.

Work together at the same time

  • Everyone with edit permission can work on shared documents together at the same time.
  • Within the file, click the Share button to invite more people.
  • You can also share documents from the OneDrive app on your phone or tablet.

Me and my docs

Suppose that you have a short amount of time to get a spreadsheet together. You’re planning to work on the spreadsheet after hours and on your way to work, but you’re not sure how you’re going to transfer that file from your computer to your other devices. With Office 365, you can save your file to the cloud, access it using different devices, and even share it with your team so you can all work on it together. Watch the video to see how it works, and then proceed to the first module to get started.

Save a workbook to OneDrive

When you have a file, such as a spreadsheet, that you want to access from different devices, begin by saving it to a cloud location, such as OneDrive for Business. Watch the video to see how this works on a computer running Windows, and scroll down to see how to perform this task across a variety of devices.

The following procedure describes how to perform this task on a computer running Windows. To see instructions for other devices, see Specific “how to” instructions for your device.To save a spreadsheet to OneDrive for Business using Excel on your computer

  1. Begin with a spreadsheet open on your device. If you want to use our example spreadsheet, download it here: http://go.microsoft.com/fwlink/?LinkId=723571 and then open it in Excel.
  2. In Excel 2016, choose File > Save As.
  3. In your list of locations, choose your OneDrive for Business library.If you don’t see your OneDrive for Business library listed, choose Add a Place > Office 365 SharePoint, and then sign in using your work or school account.
  4. Specify a name for the file, and then choose Save.

Open and Excel spreadsheet

Suppose that you’ve saved a spreadsheet to OneDrive for Business and now you want to find it on your tablet. Watch the video to see how this works on an iPad, and scroll down to see how to perform this task across a variety of devices.

The following procedures describe how to perform this task on an iPad. However, you can use another device as well. See Specific “how to” instructions for your device.You can find and open a workbook on your iPad using either the Excel or OneDrive app.To find a spreadsheet using Excel on your iPad

  1. Open Excel on your iPad.
  2. Under Recent, identify a workbook that you have recently worked on. (Our example is called Marketing event budget example.xlsx.)
  3. Tap the workbook to open it.

To find a spreadsheet using OneDrive for Business on your iPad

  1. On your iPad, open your OneDrive app.
  2. If this is the first time using your OneDrive app, sign in.
  3. From your list of files, choose the one you want to view. (Our example is called Marketing event budget example.xlsx.)

Edit and Excel spreadsheet on an iOS device

With Office 365 and Excel on your tablet, you can edit a spreadsheet from wherever you are. Watch the video to see how this works using Excel for iPad, and scroll down to see how to perform this task across a variety of devices.

The following procedure describes how to perform this task using Excel for iPad. However, you can use another device as well. See Specific “how to” instructions for your device.To edit a spreadsheet using Excel on an iPad

  1. Begin with your spreadsheet open in Excel for iPad.
  2. Tap Edit.
  3. To edit the contents of a cell, tap to select that cell, and then type your entry. Tap the green checkmark to enter your edited text.
  4. To clear entries from multiple cells, select a cell by tapping and holding it, and then drag to select additional cells. Then, in the context menu that appears, choose Clear.
  5. When you’re done editing, save and close the file.

Edit a spreadsheet using an Andriod phone

Suppose that you’re on the go, and you want to get some work done on an important spreadsheet. With Office 365, you’re all set to work on your file from wherever you are, using your smartphone. Watch the video to see how this works on an Android phone, and scroll down to see how to perform this task across a variety of devices.

The following procedure describes how to perform this task on an Android phone. However, you can use another device as well. See Specific “how to” instructions for your device.To edit a spreadsheet using Excel on an Android phone

  1. On your Android phone, open Excel.
  2. If this is your first time using the app, sign in to Office 365 for business using your work or school account.
  3. In Excel, under Recent, choose a file that you’ve worked on recently. (Our example is called Marketing event budget example.xlsx.)
  4. To edit the contents of a cell, tap to select it, and then type what you want in the cell. Select the green checkmark to save your entry.
  5. When you’re done editing, save and close the file.

Share a spreadsheet

Suppose that you want to share a spreadsheet with your teammates so you can all work on it together. With OneDrive for Business, you can. Watch the video to see how this works in the browser on a computer, and scroll down to see how to perform this task across a variety of devices.

The following procedure describes how to perform this task using OneDrive for Business in a web browser on a computer. However, you can use another device as well. See Specific “how to” instructions for your device.To share a spreadsheet using OneDrive for Business in the browser on your device

  1. Using the web browser on your device, go to http://portal.office.com and sign in using your work or school account.
  2. From the home screen or using the app launcher, choose OneDrive.
  3. Select the file you want to share, and then choose Share in the ribbon. (Our example is called Marketing event budget example.xlsx.)
  4. Type the email addresses of the people with whom you want to share the file, and then choose Share.

Co-edit a spreadsheet

With Excel Online, you can edit an Excel spreadsheet alongside your teammates. Watch the video to see how this works in the browser on a computer, and scroll down to see how to perform this task across a variety of devices.

IMPORTANT: In order for multiple people to co-edit a spreadsheet, everyone must be using Excel Online. If anyone opens the spreadsheet in Excel installed on a device, only that person will be able to edit the file until it’s saved and closed.

The following procedure describes how to perform this task using Excel Online in a web browser on a computer. However, you can use another device as well. See Specific “how to” instructions for your device.To edit a spreadsheet using Excel Online

  1. Using the web browser on your device, go to http://portal.office.com and sign in using your work or school account.
  2. Do one of the following:
    • If the file you want to edit is yours, from either your home screen or the app launcher, choose OneDrive, and then select an Excel spreadsheet to open it in your browser window.
    • If someone shared a spreadsheet with you and you want to edit that file, choose OneDrive, and then choose Shared with me. Then select an Excel spreadsheet to open it in your browser window.(Our example is called Marketing event budget example.xlsx.)
  3. On the Edit Workbook menu, choose Edit in Excel Online.
  4. To edit the contents of a cell, tap to select that cell, and then type your entry. Then press Enter.

TIP: When you edit a spreadsheet in Excel Online, your changes are saved automatically.

Me and my docs